Administrative Associate to the Associate VP of Real Estate

Welcome to Land, Buildings & Real Estate:
Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY." 

Department Introduction:
The Stanford Real Estate group under LBRE manages and oversees the non-academic properties on Stanford lands that the Board of Trustees has designated for income production. The division is led by the Associate Vice President and includes over twenty professionals in the areas of Asset Management, Real Estate Development, Gift Real Estate, Residential Housing Planning and Acquisitions, and Real Estate Finance and Lease Administration. The real estate assets under management comprise a wide variety of property types, including hotels, medical and commercial office buildings, apartments, retail buildings, single-family homes, and agricultural lands.  Among the list of properties overseen by the Real Estate division are the Stanford Research Park, the Stanford Shopping Center, 2725-2885 Sand Hill Road office buildings, Rosewood Sand Hill Hotel, Middle Plaza in Menlo Park and several agricultural leases.
The Stanford Real Estate group is seeking qualified candidates for the Administrative Assistant position that will report to and support the Associate Vice President (AVP), as well as the Director of Property Services and Director of Finance and Administration.

Job Purpose:
Provide complex administrative or operational support with minimal supervision to the AVP, Real Estate and two Directors in the Real Estate group. May be responsible for overseeing other administrative staff or subordinates.

Core Duties*:

• Coordinate and act as key contact for day-to-day activities for the AVP of Real Estate and Real Estate group, including management of complex calendars, travel arrangements and associated logistics. Independently commit AVP’s time to those requesting access to him/her based on an in-depth understanding of AVP’s priorities and needs and his/her role within the university framework.
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, and other stakeholders.
• Plan and schedule complex calendars with limited consultation. Schedule internal/external meetings and conference/Zoom calls. Resolve calendaring conflicts and arrange travel in compliance with university policies. Make complex travel arrangements and restaurant reservations. Assist with logistics for arranging project, department and off-site meetings.
• Compose and draft documents for meetings, presentations, conferences, seminars, and reports. Perform substantial editing, research, and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various department documents, displays, reports, brochures, social media, PowerPoint presentations and/or websites.
• Represent the AVP within LBRE and act as his/her liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring his/her attention.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events, and organizational issues for the AVP and Directors and follow up with appropriate parties to ensure deadlines are met. Participate in outreach activities that may include communications, events, training, conferences, and/or fundraising.
• Organize and maintain the workings of the AVP’s office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.
• Oversee and/or process a variety of complex financial transactions, including processing travel and petty cash reimbursements via the university’s expense reimbursement system. Produce, monitor, and reconcile budget statements. Research, identify, and resolve discrepancies. Verify PCard Transactions in Oracle and ensure proper documentation is submitted.
• Organize monthly All Staff meetings for SRE, which includes coordinating presenters, presentations, agendas, and presentation content with AVP and senior SRE team.
• Serve as backup for the Executive Assistant to the VP of LBRE and AVP of Finance and Administration as needed, as well as the Administrative Assistant of Land Use and Environmental Planning.
• Act on behalf of the AVP and the entire Real Estate group to assist in establishing administrative priorities and identifying and resolving problems that are administrative in nature.
• Evaluate functions, policies, procedures, identify issues, and establish and oversee systems of standardized operating procedures (SOPs) that are administrative in nature.
• Assist with Real Estate group filing systems architecture and document management. Coordinate file sharing with stakeholders. Manage and archive documents. Maintain and track off-site storage of files and materials.
• Proofread and edit reporting materials, as requested.
• Manage team-building activities to maximize team performance and engagement.
• Coordinate office moves, as necessary. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• Act as principal on-boarding ambassador for all new hires within the Real Estate group.
• May oversee or supervise day-to-day work of other administrative or support staff, and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
• *Other duties may also be assigned

Education & Experience:

• High school diploma and seven years of administrative experience, or combination of education and relevant experience.
  

Knowledge, Skills and Abilities:

• Demonstrated ability to establish priorities, manage shifting priorities, handle numerous time-sensitive projects with multiple deadlines, assign work to others and work with minimal supervision under tight deadlines and in pressure situations.
• Event planning experience.
• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in managing, following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to exercise sound judgment routinely and independently in making decisions.

Physical Requirements:

• In-office presence at least three days per week.
• Frequently sitting, perform desk-based computer tasks, lift/carry/push/pull objects that weigh up to 10 pounds.
• Occasionally stand/walk, twist/bend/stoop/squat, grasp lightly/fine manipulation, use a telephone, lift/carry/push/pull objects that weigh up to 11-20 pounds.
• Rarely kneel/crawl, climb (ladders, scaffolds, or other), reach/work above shoulders, grasp forcefully, writing by hand, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.

Work Standards:

• When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu .

The expected pay range for this position is $37.98 to $46.00 per hour.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Why Stanford is for You
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• Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more
  

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at [email protected] . For all other inquiries, please submit a contact form .

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.